The Office Grammarian

Relaunching February 1, 2009!

2009-01-05T08:16:00.000-08:00

The Javin Group is excited to announce that The Office Grammarian is getting its own home. TOG will have its own site and will relaunch with weekly grammar and style tips on February 1, 2009. Stay tuned for a whole new TOG. Have grammar and style questions before 2/1? Let us know. Email us at info@thejavingroup.com.

Coulda, woulda, shoulda!

2008-10-02T09:01:00.000-07:00

Well, we all know that "coulda" is not actually a word, despite what our text-loving kids, nieces, nephews, and Web friends think, but be careful with the construction "could of," too. It's not actually correct.

The correct use of "could have" is just that...could have. The same is true for "would have," "should have," and the like. "Would of" and "should of" are just as wrong as "woulda" or "shoulda." Some correct uses:

I really should have taken the bus today. I would have had a much better morning.
You could have called me to tell me that you were going to be late to the meeting.
Ted manages the finances; he should have known that the numbers just didn't add up.
If Janet really needed a new assistant, she could have hired one.
I wouldn't have taken the file from your desk if you had not left it there for all to see!

Bailout? Bail-out? Bail out? What will happen? How do I spell it?

2008-09-26T12:43:00.000-07:00

Well, you may or may not care much about the grammar of it all this week, but if the "Panic of 2008" is taking over your desk, here are some quick tips to make sure you're writing about the government bank bailout plan correctly.

The word "bailout" (all one word, no space) is the noun and the adjective (e.g., the bank bailout, the bailout plan, etc.). You can use "bail-out" (with a hyphen) and "bailout" interchangeably; there is no difference. When you want to use the verb -- to "bail out" -- it's actually two words. "Baleout" is never correct. Some correct uses:

Will government bailout plans save the financial sector?
How can the government bail out such fundamental institutions?
Obama and McCain are sure to talk about the bail-out tonight at the debate.
The AIG bailout upset a lot of people, including Republican lawmakers.
Did representatives from the banking industry request that the government step in and bail them out?
A deal is said to be near on a massive bailout package.

It's right, however, it's wrong!

2008-09-19T13:30:00.000-07:00

Quick, easy, down, and dirty this week! Don't use the word "however" to join two sentences. It's just not correct.

The word "however" is an adverb, and abverbs don't function to link sentences. So, when in doubt, start a new sentence with "however." Cap it and put a comma after it. Or you can use a semicolon and then a comma. Note these incorrect and correct uses:

Wrong:

The best restaurant we have ever been to is in Philadelphia, however, it's quite a trip.
He said yes, however, she said no.
Our marketing team is strong, however, they lack good leadership.
I do like bold print, however, you still can't read it well.
Richards told the team that he would be late, however, he didn't mention it to me.

Right:

The best restaurant we have ever been to is in Philadelphia. However, it's quite a trip.
He said yes; however, she said no.
Our marketing team is strong. However, they lack good leadership.
I do like bold print. However, you still can't read it well.
Richards told the team that he would be late. However, he didn't mention it to me.

Are you averse to it or adverse to it?

2008-09-08T10:29:00.000-07:00

Hmmm... Did you know that they're actually two different words? That one letter "d" makes all the difference. Here's what each means:

The word "adverse" is an adjective that only refers to things, not people. It means unfavorable or unfortunate (e.g., an adverse situation or an adverse wind). The word "averse" is also an adjective, but it refers to people. It means having feelings of opposition or being opposed to (e.g., averse to war or averse to higher taxes). Some correct uses:

Adverse winds made it impossible to sail to the island.
The candidate came from very adverse circumstances.
The board has decided to kill the new product launch due to adverse trends in the market.
I'm not averse to having sushi now and again. I just don't want it every single day.
He supports the war effort, but is strongly averse to instituting a draft.
My boss is very averse to any member of the team taking time off before the presentation.

Firstly, do we really need the -ly?

2008-06-20T10:04:00.000-07:00

This is a subtle one, but a good one to know. Do I use first or firstly? Second or secondly? Third or thirdly? The answer is that you can use either.

It is considered correct to use either first or firstly (or second/secondly, third/thirdly) to begin a list or enumeration. The key is consistency. If you begin with firstly, then be sure to use secondly, thirdly, etc. Also, since these words are used as introductory elements, they should be followed by a comma. Some correct uses:

First, I would like to thank Mr. Rhodes for the generous gift to the library.
Second, we would ask that all guests join us at the bar for a toast.
Third, the party will end at midnight.
Firstly, please take a look at your new desk and make sure that it meets your needs.
Secondly, please call the office manager if you need additional supplies.
Thirdly, join us for a meeting in the conference room in one hour.

Don't miss this 1!

2008-06-14T15:07:00.000-07:00

Hmmm... When do you spell out a number and when do you use the numerical figure? Well, the rules are slightly inconsistent, but here is ours. It's the most modern one.

All numbers under 10 (i.e., one through nine) should be spelled out. The number 10 and above can be written as a numerical figure (i.e., 11, 12, 13). Pretty straight-forward, no? Some correct uses:

Do you have four quarters for a dollar?
They showed up with less than the three required people.
I sent him 400 new jackets for the entire staff!
Johnson and Beverly went to 18 cities in nine days. Amazing!
She called this morning to say that her five kids were sick.
Keyboarder, Inc. currently employs over 6,000 people.

To whom do we owe this pleasure? To who? Whom? Who?

2008-06-05T13:00:00.000-07:00

Yikes! How many times have you confused "who" and "whom"? The better question: how do you use them correctly? When do you even use "whom"?

Let's forget the grammar technicalities for this one. Think of it this way: rephrase the sentence and take out who/whom. If you rephrase and use he/she/they, then "who" is the right one, but if you rephrase and use him/her/them, then "whom" is the right one. Huh? Some correct uses:

Who brought the new printer into the office? (He brought the new printer...)
I wonder who the phantom blogger is. (She is the phantom blogger.)
Who is the most famous pop star of all time? (He is the most famous pop star...)
Mr. Jameson asked whom he would promote this year. (Mr. Jameson would promote her this year.)
To whom should I deliver the paperwork? (The paperwork should be delivered to him.)
I will give the prize to whomever can answer this trivia question. (I will give the prize to her.)

Don't be the person that makes this mistake!

2008-05-30T10:11:00.000-07:00

You might ask, "What's the mistake (in this week's title)?" Well, it's a less obvious error, but if you want your prose to sing, take note. Never use "that" when referring to a person, (e.g., "The first woman that ran for Congress.") Use "who" instead.

Here's the rule: When referring to an object, use "that" between the noun and the verb (e.g., the book that fell from the table, the package that arrived today, the milk that went sour). When referring to a person, use "who" (or, when necessary, "whom"). A tip on "who" vs. "whom" is coming next week. Some correct uses:

Surely you know about the inspector who is coming to visit the office next week.
Janet was the first woman who got promoted to V.P. (Or, Janet was the first woman to get promoted to V.P.)
The FedEx guy insisted that he was the only guy who could get the package there on time.
Did you ever wonder who that man is who roams the halls during the day?
Mr. Daniels is the only board member who didn't bring a full report.

Don't let it get personal!

2008-05-21T17:37:00.000-07:00

Another simple but important distinction this week: "personal" and "personnel" are two very different words. They are often used incorrectly or even misspelled. It happens to the best of us, so take note:

The word "personal" (adjective) means "pertaining to one person." It has one n and one l. The word "personnel" (noun) means "the people employed at a company, firm, etc." It has two n's and one l. Here are some correct uses:

This is your own personal key to the office. Please don't lose it.
Please don't leave personal belongings in your gym locker without a lock.
Mark the letter "Personal" and put it on his desk.
It is my personal opinion that the Board's plans are not aggressive enough.
The personnel office is located on the third floor.
We don't have a personnel department. Judy handles that kind of paperwork.
Our personnel are very highly trained and can assist you with that.

People make this mistake alot!

2008-05-16T08:32:00.000-07:00

A simple but important reminder for you: "alot" is not a word. When you mean "many," remember that "a lot" is actually two words.

Here's the deal. "A lot" (two words) means "many" or "bunch." The word "allot" (as one word) is a verb that means "to give or distribute." "Alot" is not a word. Here are some correct uses:

She brought a lot of luggage to the hotel.
There is a lot of work to get done today. I'd appreciate it if you would just get to it.
The contract had a lot of errors.
He allotted time at the end of the meeting for questions.
James asked me to allot my additional debate minutes to the other representative.
What will you do if the money is not allotted until December?

Did he just say "irregardless"?

2008-05-08T07:47:00.000-07:00

Word to the wise: the word "irregardless" is what's called "nonstandard," also known as, well...not a word. It is used every now and again, but doesn't really mean anything and should never be written in a formal communication.

The word "regardless" is, however, a word (and is usually what people mean when they use "irregardless"). It means in spite of, or independent of. Here are some correct uses:

Regardless of when they arrive, we must begin at 4pm sharp.
The board will approve it regardless of its potential effect on the staff.
Jane and Bill wanted that particular cake for their wedding, regardless of the price.
You must forge on, regardless of what might be next.
Regardless of your emotions, there is work to be done!
She keeps going, regardless of what the pundits are saying.

Don't lose sight of this!

2008-04-29T11:52:00.000-07:00

It's a simple mistake to make, but worth pointing out. There is a difference between "lose" and "loose," and using the wrong one can make your e-mail, letter, or article look a little loosey-goosey.

The word "loose" is an adjective meaning free from binds or restraints (e.g., loose keys, loose pants, loose ends). The word "lose" is a verb meaning to fail to keep (e.g., lose your cool, lose your life, lose the case). We don't often think about the part of speech when we're typing, so here are some correct examples so you can see the difference:

Please don't lose your cool during the meeting.
If you lose this debate, there are no other opportunities.
He came into the office completely drunk. How could he think he wouldn't lose his job?
When we lose sight of the things that are important to us, we have to take time to re-evaluate.
There's no denying that the stock is losing value.
I am sure that you are going to lose this bet.
Just give him some loose change.
John can be such a loose cannon sometimes.
I just need to tie up some loose ends, and then I am out of here!
It seems like a pretty loose interpretation of the law, no?
My kid has three loose teeth.
Come on! Let loose! Have a couple of drinks!

Here's the lay of the land!

2008-04-23T04:37:00.000-07:00

Here's one that's confusing--even for us! We all remember that there's a difference between "lay" and "lie," but who can really remember? Can't you just use them interchangeably? No. These definitions will help us:

The word "lay" means to set or place something down. The past tense of "lay" is "laid." The word "lie" means to be in a horizontal position or recline (or, of course, to tell a falsehood). The past tense of "lie" is, confusing enough, "lay." Huh? Some correct uses:

Lay (Think: "put")

Please lay the documents on my desk.
He laid the documents on my desk.
We laid the foundations for further negotiations.
If you lay the contracts on the table, I can look at them later.
John laid the contracts on the table for me to review.

Lie (Think: "rests")

He likes to lie on his desk and nap when there are no clients in the office.
I lay on my desk all day yesterday.
The book lies on the table next to the lamp.
The fault really lies with the manufacturer.
If you're going to continue to lie down on the job, we might have to look for someone else.

Give me an example (e.g., this)!

2008-04-17T12:35:00.000-07:00

Those little Latin abbreviations! You probably use them a lot, but are you sure exactly how to use them or where the comma goes? A quick tip on using "e.g." and "i.e." correctly:

The abbrevation "i.e." means (in Latin) id est or "that is." It is used in a sentence in place of "in other words." The abbreviation "e.g." means (in Latin) exempli gratia, or (in English) example given. It is used when you are about to list an or multiple examples. Neither get italicized. Both use a comma afterward. Some correct examples:

I have to go work where it is most quiet (i.e., the library).
Please send us a valid form of identification (e.g., passport, driver's license, birth certificate).
Our server (i.e., thejavingroup.com) is being upgraded.
We gave a customary tip (i.e., 20 percent).
Please tag the photos with a keyword (e.g., vacation, house, friends).
We ordered a bunch of school supplies for her take on her first day (e.g., pencils, glue, notebooks).

When you've got to cut, cut correctly!

2008-04-03T06:46:00.000-07:00

You see them all the time, those three little dots (dot-dot-dot) that help you skip a section, cut a line, or trim the fat off a quote. The ellipsis mark (plural: ellipses) is a key element in any lengthy or little doc, and there are a few quick rules for how to use it right:

The ellipsis mark (...) should replace ommitted sections of a quote, as long as its use does not change the meaning of the quotation. It is created by typing the period three times or by typing CTRL-ALT and the period (on a PC this will automatically set an ellipsis mark). It should be treated as a word, so there should be a space before and after it, and if you need a period (or other punctuation) after the ellipsis to end the sentence, then you will have four dots--three for the ellipsis and a fourth to end the sentence (or three and another punctuation mark). Some correct examples:

From today's CNN.com: "My supervisor called me into his office ... and told me he had had a meeting with the director of quality assurance and the AD [airworthiness directive] compliance leader from Southwest Airlines, and he had requested my removal from the inspection," Boutris said.
My boss told me, "You should always ... be sure that the records are logged."
The commissioner asked him directly, "Did you ... participate in the hearings freely?"
My student asked, "Are there circumstances in which I will need to use the mark like this ... ?" "It looks strange," I replied, "but it is correct."

Note: It is really a matter of style as to how the ellipsis mark appears in certain typeset documents. For example, it may look like this: ". . ." or " ... " depending on how your word processing program sets it up. Consistency is the key.

Stand on principle, not on the principal!

2008-03-26T16:58:00.000-07:00

You may have learned “the principal is your pal” in order to remember when to use the word correctly, but was he, really? Long after we’ve escaped the threat of the principal’s office, we still face the daunting choice of which word to use. Review these definitions to stay out of trouble:

“Principle” is a noun referring to a fundamental truth, a rule of conduct, or the essential quality of a thing. “Principal” means the most important, or first in a hierarchy. As a noun it refers to the most important thing or person. As an adjective, it describes a person or thing first in its class. “Principal” is also used as a financial term referring to the amount of a debt or investment. Here are some correct examples:

Modern physics is founded in part on the principle of gravity.
The principal singer at the opera is an international legend!
“Do unto others as you would have them do to you” is a good principle to live by.
In addition to interest payments, she is paying down the principal on her school loan.
Others may disagree, but I think the principal ingredient of pizza is the cheese.
No one could question that the mayor is a highly principled man.
Sadly, the he principal director of the bank was motivated by the principle of greed.

You and I must agree, or we has a problem!

2008-03-20T18:11:00.000-07:00

We all use pronouns, all the time. But if we’re going too fast or not paying attention, it’s a common mistake to mix nouns, pronouns, and verbs that don’t agree. Here are a few things to keep in mind:

First, choose the pronoun with care so that your reader understands exactly which noun you’re referring back to. A singular noun needs a singular pronoun, and plural nouns need plural pronouns. The words everybody, anybody, anyone, each, neither, and nobody are actually singular and use singular pronouns. Here are some correct examples:

You could print these examples from today’s tip and refer to them often!
If an employee takes a sick day, he or she must call the front office.
Neither Carol nor Denise enjoyed her meal at that new Thai restaurant.
It would be great if people would speak quietly when using their cell phones on the train.
This weekend, the board of directors has its annual golf tournament.

Uh, what is parallel construction?

2008-03-13T08:26:00.000-07:00

Few people actually know what this rule is, but they can see or hear when it's not being used. To improve the flow of your sentences, be sure that you're using parallel construction.

Within a sentence, always group similiar items and ideas together, and balance their structure. Huh? So, take a look at this sentence: "Sally likes to read, to jog, and shopping." It should be revised as: "Sally likes to read, to jog, and to shop." Some correct uses (followed by an incorrect version in brackets):

When you enter the office parking lot, make a left, drive through the gate, and park in the assigned spaces. (When you enter the office parking lot, make a left, passed the gate, and parking is on the right.)
I want to thank you for coming to the reception, making a donation, and supporting our new venture. (I want to thank you for coming to the reception, making a donation, and the support of our new venture.)
I won't be able to close the deal unless we get the paperwork approved, signed, and mailed to us immediately. (I won't be able to close the deal unless we get the paperwork approved, your signatures, and mailed to us immediately.)
The dog ran into the house, across the living room, and into the kitchen. (The dog ran into the house, across the living room, and ran into the kitchen.)
My manager really likes when I come to work early, work during lunch, and leave after midnight. (My manager really likes when I come to work early, work during lunch, and me leaving after midnight.)
His speech was boring, uninspired, and long. (His speech was boring, uninspired, and went on for hours.)

If your not noticing the error, you're probably making it!

2008-03-03T08:37:00.000-08:00

We all know this rule. But it is one of the most common mistakes we make when we're typing quickly, shooting a quick email, or just not proofing our own work--your vs. you're.

The contraction "you're" is used in place of "you are" (e.g., you're crazy, you're ready to work, you're welcome). The word "your" is only used as a possessive pronoun (e.g., your shirt, your desk, your umbrella). Some correct uses:

Please don't bring your children to work.
If you're planning on attending the event, please do let us know.
You're welcome. It was my pleasure.
If your sister wants you to be there, you're going to have to leave before noon.
The bank sent the check to your home address.
If you're working late, you're probably not going to catch your train.

Bad writing can affect your salary!

2008-02-25T15:09:00.000-08:00

You know you've made this mistake before. (We've done it, too!) It's one of the most common. So learn it, or re-learn it now. One of the great grammar questions--affect with an "a" or effect with an "e"?

It can definitely get confusing. Here's what they mean:

AFFECT (verb): to influence, sway, modify, or alter (e.g., your lateness affects your record)
EFFECT (verb): to bring about a result, to accomplish (e.g., the President effected massive changes)
EFFECT (noun): the result or consequence (e.g., the severe effects of the medication)

Some correct uses:

The winter weather affected whether or not the packages would make it!
His speeches really affect people.
The cumulative effect is that she just may not win the race.
Mrs. D'Agostino effected a real change in the room's mood.
The master plan is now in effect.
The special effects in the movie were amazing!
The treaty had no effect on international trade.
The new contract will definitely not affect how I feel about him.
The eulogy really affected me.
We must effect change now or suffer long-term consequences.

It's like my first date!

2008-02-19T13:41:00.000-08:00

Seems easy enough to type the date when it's all by itself, lonely at the top of the page. When it's included in a sentence, however, when do you use a comma? And where?

A comma should be used between the day of the week and the date (Monday, June 2) and between the date and the year (February 26, 2008). You do not need to use a comma between the month and date (September 17) or between the month and year (October 2009). Some correct uses:

We will be in California on Friday, May 2.
I placed the order on May 4, 2003.
Jim doesn't actually become the owner of the property until April 1.
Hurricane Katrina hit in August 2005.
Please let us know if you can attend the event by May 15.
I can't wait! My son graduates high school on June 17, 2009.

What a capital idea!

2008-02-11T07:53:00.000-08:00

Yikes, is it an "a" or an "o"? When is it "capital," and when is it "capitol"? As the Potomac primaries approach, let's take a look at how you (correctly) refer to the capital city, the capitol building, and all that capital in the bank.

The definitions are clear. The word "capital" means: (1) the city or town that is the official seat of government (noun); (2) an accumulated stock of wealth (noun); or (3) highly important (adjective). The word "capitol" with an "o" means: (1) the building in Washington, DC, used by Congress for its sessions; or (2) a building occupied by a state legislature (usually lower-case). Some correct uses:

While in the nation's capital, Washington, DC, we visited the Capitol buiding.
It's of capital importance that you arrive in Denver on Monday morning.
Due to a lack of capital, the investors had to pull out.
When you spell Capitol, as in the US Capitol, please use a capital letter "C."
As the candidates travel to our state capital, they will be greeted with an enormous rally at the capitol building.
Did you know that Riga is the capital of Latvia?
Capitol Hill, at the east end of the National Mall, is home to the United States Capitol.

The Office Grammarian is now a blog!

2008-02-04T14:20:00.000-08:00

At five weeks old, The Office Grammarian is now a blog. Check online whenever you want or need to for all of our past posts. Below are the first five, and this blog will house each post each week. Remember, The Office Grammarian is your resource for all those dang grammar rules you just plain forgot! For more information about our consulting and marketing services, visit www.thejavingroup.com.

Those dang periods!

2008-02-04T14:18:00.000-08:00

Those dang periods! Where do they actually go? You've seen them inside, outside, and all over the page! Here's the rule:

When using a quotation, commas and periods go inside the latter quotation mark, and question marks and exclamation points follow this logic: if the question mark or exclamation point is part of what is being quoted, it appears inside the latter quotation mark; if the question mark or exclamation point is not part of the quotation and ends the larger sentence, it appears outside the latter quotation mark. Some correct uses:

The presentation was interrupted by my assistant, who asked, "When are you going to pick up little Johnny from school?"
"Look, I can't give you another raise," he said.
"We'll do it!" cried the board. I said, "You will?"
Did your mother ever say, "If you're sick, don't go to work and give everyone else your cold"?
She actually called him "Mr. Bossman."
"I don't like it," my son said -- over and over again!

It's vs. Its!

2008-02-04T14:17:00.000-08:00

This week is an easy one, but when it's wrong, it's embarrassing.

We were always taught that possessives use an apostrophe (e.g., John's resume, the house's mortgage, Jane's desk), but we were also taught that when you contract you should use one, too (e.g., can't, don't, won't, he's, she's). Remember, when you use the word "it," it gets an apostrophe only when contracted, not in its possessive form. Following are some correct examples:

It's that time of year again--time for budgets!
It's easy. If you take the company's revenue and subtract its production costs...
It's a beautiful day out, but I don't know if it's going to rain later.
Tell the board to meet its commitments, and we won't have an issue.
Its roof is leaking. It's time to call the contractor back.
We would love to meet her at her office, if it's convenient.
The plant can't grow if it's not near sunlight or if its roots are not watered.

Do I close the compound?

2008-02-04T14:15:00.000-08:00

You know that every one of your employees is well trained, but is it "well-trained" or "well trained"? When do you use the hyphen and when don't you?

"Well" and the adjective it's describing should be hyphenated when they appear before the noun. When they appear after the verb in the sentence, they are usually unhyphenated. These are some correct uses:

Our CEO is extremely well connected.
Our well-trained sales team was awarded the company's highest honor.
I asked our Director to make sure that this year's report is well researched.
Wow, you have such well-done marketing materials.

Toward interorganizational synergy!

2008-02-04T14:13:00.000-08:00

Want to make sure that a fully interorganizational team works on the next project? Wait…is it “interorganizational” or “inter-organizational”?

Compounds formed with prefixes are normally closed, whether they are nouns, verbs, adjectives, or adverbs. The exceptions? A hyphen should appear (1) before a capped word (sub-Saharan); (2) when the compound would result in a combination of letters that is hard to read (anti-intellectual, as opposed to antiintellectual); (3) to separate repeated terms (sub-subentry); or (4) when a prefix stands alone (over- and underfunded programs). Some correct uses:

We’re looking for interorganizational synergy.
Our team has preregistered for the event.
The tour took us to the sub-basement of the property.
The multi-institutional task force decided to meet again in mid-February.
The subcommittee sent the letter to avoid action taken against it.
You will have to take courses in both macro- and microeconomics.

Someone assure me that this is right!

2008-02-04T13:55:00.000-08:00

Assure, ensure, and insure are three tricky little words. They all mean different things, though, so be careful that you are using the correct one.

“Assure” means to state with or give confidence (mostly to a person); “Ensure” means to secure or guarantee (usually that something happens); “Insure” means to protect against loss. Following are examples of the words used correctly:

I assure you that if you study hard to pass the board examination, it will be well worth it.
We have to take steps to ensure the success of our investment.
Is the house insured against fires or hurricanes?
I work with homeowners to ensure that their belongings are fully insured.
She assured me that they would send it via FedEx.
Putting money away each month will ensure that you have spending money for vacation.